Getting Started Guide for Video Conferencing

Transcription

1 Getting Started Guide fr Vide Cnferencing WHY USE VIDEO CONFERENCING? Vide cnferencing prvides businesses with all the advantages f face-t-face cmmunicatin, while imprving prductivity and reducing the expense f travel. Verizn Cnferencing enables yur cmpany t cnduct vide cnferences with a single lcatin r multiple lcatins virtually anywhere in the wrld. Our state-f-the-art cnferencing centers in the U.S., Eurpe, and Asia-Pacific cnnect yu with custmers, clleagues, r business assciates acrss twn, acrss the cuntry, r arund the glbe. POINT-TO-POINT VIDEO CONFERENCING A pint-t-pint vide cnference cnnects tw sites n a vide call. Althugh this type f cnference call des nt require the use f a vide bridge, we ffer Pint-t-Pint Vide Cnnect fr yur cnvenience. With Pint-t-Pint Vide Cnnect, we will dial ut and cnnect yur cnference call fr yu. This eliminates the need t call ther vide lcatins manually. It als allws yu t walk int the cnference rm with yur call up and running. MULTIPOINT VIDEO CONFERENCING A multipint vide cnference cnnects three r mre vide sites n a vide call. This type f call requires each site t be cnnected t a vide bridge. There is a bridge prt charge fr each lcatin that is cnnected. There is als a netwrk transprt charge (ISDN sites) r Dial Out fee (IP sites) assciated with dial-ut access. Our vide cnferencing prduct ffers the service levels listed belw. When making a reservatin, yu will chse a service level t determine the custmer service level yu want in cnjunctin with yur cnferences, r yu can set up an Instant Vide Cnference subscriptin fr reservatinless service with availability 24x7x365 days per year. Service Levels fr Multipint Vide Cnferences Premier A cnferencing specialist greets each caller, assists participants in cnnecting, perfrm a rll call f all participants, and ntify the cnference leader when all participants are present. The cnferencing specialist mnitrs the entire vide call frm start t finish. If at any time during the call yu need assistance, simply ask the peratr thrugh the vide equipment and he r she will assist yu with any questins yu may have Standard A cnferencing specialist greets each caller, assists participants in cnnecting, perfrm a rll call f all participants, and ntify the cnference leader when all participants are present. At the cmpletin f the rll call, the cnferencing specialist discnnects frm the call. If assistance is required during the cnference, the custmer can select *0 n their vide remte t signal fr a cnferencing specialist. Instant Vide Cnferencing This is a subscriptin-based service that prvides the flexibility t cnduct reservatinless vide cnferences fr up t 10 participants, in any cmbinatin f vide and audi participants, at any time. The subscriber is prvided a unique dial-in number and hst and participant passcdes, which can be used ver and ver again. Instant Vide Cnferencing enables participants t cnnect at speeds up t 1.9 Mbps via ISDN r IP. Access Methds fr Multipint Vide Cnferences Dial Out (Reserved Calls) When a dial ut call is placed, just prir t the cnference a cnferencing specialist riginates the multipint vide cnference call fr each facility r end-pint participating in the call. ISDN dial ut sites are charged fr vide netwrk transprt based n bandwidth, call duratin, and cuntry. IP dial ut sites are assessed a flat fee per call. Meet Me (User-Dialed) Participants dial int the Verizn Cnferencing bridge using a standard lng distance access number. Participants are respnsible fr their wn netwrk transprt charges. Yur dial-in access numbers can be btained during the reservatins prcess. Instant Vide Cnferencing dial-in access numbers are made n the subscriber s Instant Vide Cnferencing subscriptin cnfirmatin. When making a reservatin fr a reserved cnference, yu will als request the type f service access that yu want fr each site. Sme service types may nt be available. The fllwing is a brief descriptin f each access methd we ffer. Vice Activatin - standard default fr multipint calls. All lcatins n the cnference call can view the site that is currently speaking. Once a different site begins t speak fr at least five secnds, the image switches t the new site. The sustained vice r nise triggers the switching image, hence the name Vice Activatin. This ptin is best suited when giving presentatins s all sites view the presenter full screen. Cntinuus Presence - view up t nine sites n yur vide screen at ne time. These features need t be requested at the time f the reservatin. Cntinuus Presence is best when used with smaller grups f peple at each vide site. This ptin enables yu t view the ther participants n the vide call at the same time fr rund table discussins r interactive meetings.

2 Cntinuus Presence Descriptins Vice Activated The persn wh is speaking is seen full screen. Use this feature when presenting t ther lcatins. 2 Square Tw sites are seen n the screen. One site is at the tp and ne site is at the bttm in the screen, r the sites are next t each ther. This feature is mainly used fr interactive meetings with three sites. 4 Square The screen is divided int fur equal parts. When the fifth site speaks, it replaces the site that has nt spken fr the lngest perid f time. Use this feature fr highly interactive meetings amng five sites Six sites are displayed n the screen. The site cntaining the speaker is the largest square, and the ther five sites surrund the right and bttm f the large site. Use this methd when yu are presenting materials and want t view yur participants. 9 Square Nine sites are displayed simultaneusly in a tic-tacte -like grid. When the persn at the tenth site speaks, he r she replaces the site that has nt spken in the greatest amunt f time. This is mainly used fr highly interactive meetings with a larger number f sites. Lecturer View Site (All Sites) All sites see the chsen site (the lecturer) full screen. The lecturer has a chice f cntinuus presence mde (excluding the 5+1) t view all sites. Multipint Value-Added Features Vide Meeting Manager (Reserved Calls; Premier Service Level Only) Fr large and high visibility calls with 10 r mre sites, we ffer a Vide Meeting Manager. This senir-level cnference crdinatr serves as a single pint f cntact t help chregraph, execute, and then evaluate yur vide meeting. Based n yur needs, the vide Meeting Manager assembles a team f skilled prfessinals that wrk tgether t ensure yur call runs smthly and accrding t plan. In additin, the Vide Meeting Manager wrks thrugh a detailed checklist t ensure that all meeting bjectives are achieved. The result: yu can fcus n yur message and the style with which it is delivered instead f n administrative details. Cnference Rm Scheduling With cnference rm scheduling, yu can simplify the reservatin prcess fr yur vide rms. Cnference rm scheduling allws Verizn t be yur crprate scheduler fr all activities taking place in yur cnference rms. Yu can reserve vide cnferences and rm reservatins nline via e-scheduling r thrugh the Vide Operatins Center (VOC). We send yu a list f all rm activities that ccur in yur registered rms the night befre. This service requires that yu use us as yur nly crprate scheduler fr all meetings cnducted in yur registered rms. Public Rms (Asia-Pacific Only) Verizn Cnferencing can prvide referrals and schedule vide cnferences in mre than 500 public rms. If yu are traveling and need t be n a vide call, we can schedule a call at a cnvenient public rm prvided by ne f ur apprved business vendrs. Transcding By using this feature, participants with dissimilar CODEC speeds r dissimilar prtcls can participate in the same vide cnference. Custmer Multipint Cntrl Unit (MCU) Cascading Custmer MCU Cascading allws us t cnnect multiple multipint cntrl units, when necessary, t expand the prt requirements f a given cnference. This service cnnects ur MCU t yur MCU in rder t expand yur MCU prt capabilities. Yu als must have cmpatible cascadable prts available n yur bridge fr this feature t be supprted. Audi Add-On If cnference attendees d nt have vide access, we can cnnect them t the cnference via an audi-nly cnnectin. Yu can add frm 1 t 20,000 audi participants. Fr reserved cnferences, the reservatinist gives yu a number that audi participants can dial int, r we can arrange t dial ut t them. Instant Vide Cnferencing subscribers can simply use the dial-in number prvided n their Instant Vide Subscriptin Cnfirmatin. ISDN and IP Transprt Flexible transprt ptins supprt vide equipment capabilities, prviding supprt fr traditinal ISDN, H.323 IP, r mixed transprt prtcl based vide cnferences. IP access is available either thrugh the public internet r thrugh the Verizn Private IP MPLSbased netwrk. Gateway A gateway prvides the flexibility t supprt the intercnnectin f vide end-pints using different transprt prtcls (ISDN r IP) n the Verizn Cnferencing Bridge/MCU. Operatr Assistance Call leaders and participants can easily select *0 n their vide remte t signal fr a Cnference Crdinatr n a Premier, Standard, r Instant Vide call. Data Sharing Data Sharing allws fr mre rbust meeting cntent using a single netwrk cnnectin and single mnitr fr display and viewing f data cntent using the H.239 industry standard prtcl. Encryptin Encryptin prvides a secure ISDN r IP-based transmissin path fr vide cnferencing sites participating in a vide cnference using the Advanced Encryptin Standard (AES) methd. Remte Call Launch A Cnference Call Crdinatr dials directly t a custmer vide unit t initiate a vide cnnectin frm that unit either directly int anther custmer vide unit r int a Verizn vide cnference. It is ideal fr custmers that may nt be cmpletely cmfrtable with their vide equipment. High Definitin (HD) Vide Cnferencing Verizn supprts HD vide cnferences fr participants using HD-capable vide endpints. T hst an HD cnference, participating endpint registratins need t indicate that they are HD capable. The leader must als indicate in the reservatin -nline r n the

3 phne with a reservatinist - that they want t hst their call in HD. Fr Instant Vide leaders, the highest bandwidth tier must be selected within the settings f their Instant Vide subscriptin. The settings can be fund by lgging in t Manage My Meetings and selecting the subscriptin they want t update. Recrding Cnferences can be recrded fr future viewing. Recrded vide cnferences are available n CD r by dwnlading the recrding via the link included in yur cnfirmatin. MAKE A RESERVATION Telephne Reservatin Prcedures (Reserved Calls) Call ne f the reservatins numbers listed under Imprtant Infrmatin. Schedule via the e-scheduling (Reserved Calls) Yu can schedule vide cnferences and reserve rms in real-time with e-scheduling, a value-added service that is free f charge. T use e-scheduling t arrange yur next vide cnference r fr cnference rm scheduling, fllw these three steps: 1. G t 2. Click Manage Meetings. 3. Click Register. Registratin is nly required fr the first time a meeting is set up. 4. Cmplete and submit the registratin frm. Within 2-5 business days, yu will receive a welcme letter via cntaining yur user name and passwrd. Yu need this each time yu access e-scheduling. 5. Once registered, reserve calls by clicking Cmplete e-scheduling and entering yur user name and passwrd t schedule yur vide cnference. Infrmatin Needed t Schedule a Vide Cnference Befre making a reservatin, please have the fllwing infrmatin ready: Date f vide cnference Leader name, , and phne number Name and phne number f persn requesting cnference Name f cnference (ptinal) Start and end times (nte time znes) Access type (Dial Out r Meet Me) Service level (Premier r Standard) Hst site and remte sites: Name f cmpany State abbreviatin, city, building, rm name, r bth Type f equipment (ptinal) Last fur digits f yur vide phne numbers Any specific ptins (vice activatin, cntinuus presence, rll call, etc.- see Multipint Optins. Any specific features (vide meeting manager, transcding, etc.- see Value-Added Features Determine if the hst site incurs the entire cst f the cnference call r if the cst f the call is individually billed t each site. Determine if yu need an audi add-n fr any participants wh d nt have vide equipment Cnfirmatins Each time yu schedule a vide cnference, yu receive a cnfirmatin number. The cnfirmatin number identifies yur meeting and lists the facilities participating in the cnference, vide speed, requester s name, call type, and cmments. Please reference yur cnfirmatin number when cmmunicating with us. CANCEL A RESERVATION N charges are incurred if yu cancel tw r mre hurs prir t the scheduled vide cnference call. Fifty percent f the prt usage is charged if canceled within tw hurs befre the scheduled vide cnference call. One hundred percent f the prt usage is charged if nt canceled befre the start f the scheduled vide cnference call. NOTE: The cancellatin plicy is based per site, nt per cnference. EXTENDING A CALL (RESERVED CALLS) Vide calls can be discnnected 15 minutes after the scheduled reservatin end time. If yu are n an peratr assisted call and want t extend yur vide cnference fr a lnger perid f time, call the peratr thrugh the vide unit and request that yur call be extended. If yu are participating n a call withut peratr assistance, select *0 n yur vide remte fr peratr assistance and request that yur call be extended. NOTE: This can be dne prir t yur scheduled end time. Accmmdating yur request is usually nt a prblem; hwever, there is n guarantee that every extensin request can be met. RECOMMENDED MULTIPOINT NOTIFICATION PROCESS Scheduling a vide cnference shuld be treated n differently than scheduling any ther meeting with ne exceptin: ntificatin shuld be sent t the participants as well as the vide cnference administratrs f the vide cnference rms invlved. We recmmend that the hsting grup be respnsible fr: cntacting the vide cnference administratrs t check the availability f the vide cnference rms (if nt using cnference rm scheduling r an fficebased vide cnferencing unit)

4 scheduling the bridge call fr a reserved cnference. ntifying participants abut the vide cnference fr reserved calls, the hst site shuld als ntify participants and vide cnference administratrs with the fllwing infrmatin: time the call will begin; be sure t specify time znes (remind participants r the vide cnference administratr t be there at least 15 minutes early t make r receive the call - whichever is applicable) Meet Me call infrmatin (if applicable) Cnference cnfirmatin number NOTE: T reprt prblems during a vide cnference, use the *0 functin n yur vide remte r fllw the instructins given by the peratr at the pint f cnnectin. TIPS FOR SUCCESSFUL VIDEO CONFERENCES Planning the Meeting Invite participants and cnfirm attendance. Request a standing reservatin fr any regularly scheduled reserved calls (r prvide yur Instant Vide Cnferencing dial-in and passcde infrmatin). Fr reserved calls, ask participants t arrive 15 minutes early s yu can start the meeting n time. Set up camera presets prir t the call. Remember t lk at the camera. Intrduce all participants. Review the meeting agenda. Explain hw Q and A will be addressed. Review the mute buttn feature and express when yu want participants t use this feature at their lcatin. If yu are cnducting the meeting at speeds f 128 r 11 2, explain the delay and ask that participants raise their hand and state their name and site befre asking a questin. This will keep the meeting in rder and allw fr transmissin delays when running at slwer speeds. Speak in a nrmal vice. Avid shuffling papers near the micrphne. T maximize the audi quality f yur vide cnference, mute the micrphne if yu are nt speaking r if private sidebar cnversatins are necessary. Divide the presentatins int shrt segments and ask questins after each segment. Slving Cmmn Prblems Upn entering the vide Check that all pwer crds and cables are securely plugged in. System is nt respnding Turn the system n, just like yu wuld bt up yur PC. Press any buttn n the system t make it cme ut f Standby Mde. Mnitr Check the mnitr t make sure it is n. Check the mnitr t make sure the screen brightness is nt turned dwn. Dial a number Check the phne number t make sure it was entered crrectly. Make sure dialing prfiles are entered and that yu enter a 1 fr lng distance calls, if necessary. Use the telephne t call the ther end t make sure it is ready fr yur call. Make sure yu have a reservatin fr the meeting time. Check the NT-1 r IMUX t determine if the lcal ISDN lines are active. Rebt yur system (turn the IMUX and CODEC ff and back n) and have the ther end rebt their system. Dial a different lcatin. If a cnnectin is made successfully, then the ther end is mst likely having prblems. The ther end cannt hear yu Check the Mute buttn t make sure the micrphne is nt muted. Remve any bjects that may be blcking the micrphne. Have the ther end turn up their vlume using the keypad and check the mnitr level. Have the ther end g t their vice ech back. mnitr and lwer the vlume. Make sure yur mnitr level is als set lw. Cntinue t speak t allw the ech canceller t calibrate. The picture yu see is breaking Select the status buttn. If yu are cnnected n nly ne channel, hang up and call back. Reprting Prblems If yu are still experiencing technical difficulties after reviewing the previus suggestins, please call the Reservatin grup, seven days a week, 24 hurs a day. Yu will need the fllwing infrmatin: Name Phne number Cnference cnfirmatin number Any message that appeared n yur screen at the time f difficulty.

5 IMPORTANT INFORMATION Please cmplete the fllwing infrmatin and keep a cpy with yur vide unit fr reference. Site Name Site Address Site Cntact Site Cntact Phne Number Cnference Rm Name Cnference Rm Phne Number Vide Equipment Manufacturer Equipment Mdel Equipment Serial Number Maximum Transmissin Speed Vide Dial Numbers Line 1 Line 2 Line 3 Netwrk Terminatin Device Make/Mdel Mdem Phne Number Phne C. (LEC/PTT) Lng Distance C. fr Vide Nrth America Service Numbers USA Canada Anywhere Anywhere Asia-Pacific Service Numbers Australia Hng Kng Japan Malaysia New Zealand Nrth China Singapre Suth China Suth Krea Taiwan Anywhere Eurpean Service Numbers Austria Belgium Denmark Finland France Germany Greece Hungary Ireland Israel Italy Luxemburg Netherlands Nrway Pland Suth Africa Spain Sweden Switzerland Fr training r t access the user guide, please visit The user guide is lcated under User and Reference Guides in the Integrated Administrative Cnsle sectin Verizn. All Rights Reserved. September 2012 Versin 1.12